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Account Setup Protocol

Workflow for creating EMR Direct accounts.

The workflow below is to be followed AFTER receipt of completed sign up form from practice.

STEP 1: REQUEST VERIFICATION

  1. After a signed enrollment form for Direct Messaging is received, verify with Finance (Agnes Bor, cc Phil Liu, Krizstina Eriksen and Jing Moore) of they are aware of this.
  2. After receiving the go-ahead from Finance, create practice on phiMail.

STEP 2: EMR DIRECT REGISTRATION

  1. Login to EMR Direct (Username: emrdirect@wrshealth.com | password wrssrw2004) and create an account following the steps below.

    1. Enter new organization using the PRACTICE LEGAL NAME and BUSINESS NPI
    2. Create a direct domain address. Try to incorporate the practice name for identifying purposes without it being too long.
    3. Set up at least one user (use the primary provider) in both inbox and portal domains using this format: LASTNAME,FIRSTNAME@

  2. Send out required paperwork for EMR Direct validation to practice.

    1. Email Body: Please see the attached documents regarding your meaningful use connectivity with EMR Direct.
    2. Attachments: Direct Messaging Instructions [updated], Identity Verification for Application Signer, Organizational Application for Direct Messaging, and Verifier's List.

  3. Wait for the practice to send us copies of the paperwork (sometimes they do not, and we hear that there are staff to add directly from EMR Direct).

    1. Once you get the paperwork, or an email from EMR, add each name (referring to their practice resource list to ensure it is a registered staff member as we can only add registered users with WRS), and assign them the "inbox" address (there should already be one staff member with both inbox and portal).

Add provider who signed the sign-up form in EMR Direct. Do not add other names in the verifiers list in EMR Direct, just enable them in WRS by ticking the box in Direct column (ADMIN > SYSTEM SETTINGS > DIRECT SETUP).

  1. Wait for an EMR Direct email that a practice is certified/validated and can go-live.

    Ongoing Review


      1. WRS will check EMR Direct on a weekly basis to review if an authentication code was populated. If EMR Direct states “A code was sent to ____________, send an email requesting the practice to send a copy of the fax containing the 12-digit Authentication Code. Input the Authentication Code directly into the Enter Authentication Code and Verify box in EMR Direct if the practice has received the code but is unable to enter it in EMR Direct. After authentication code is entered and verified in EMR Direct, EMR Direct will send an email confirming that the practice is ready to go live.

    EMR Direct will send a monthly list of emails that are still unverified. Update the status of "red" practices by sending out monthly emails to verify if they received and/or returned the paperwork. The EMR Direct email will show a Status Code(s) for “unprovisioned” accounts indicating what is needed for completion.



        1. X = Org Rep action required / Address request needs to be added by you on the administrative site
        2. A = Application needed / issue with application
        3. I = Identity verification needed
  2. Upon receipt of EMR Direct email confirming that the practice is ready to go live, go to Post-Setup Protocol.

STEP 3: SETUP/TESTING/GO-LIVE PROTOCOL

  1. Send an email to setup@wrshealth.com requesting them to enable Direct Messaging in WRS Admin

  2. Open up both the EMR Direct website and the practice WRS site.

    1. From ADMIN > SYSTEM SETTINGS > DIRECT SETUP, checkbox all names in the Verifiers List that have a GREEN indication on the EMR Direct website.

Add provider who signed the sign-up form in EMR Direct. Do not add other names in the verifiers list in EMR Direct, just enable them in WRS by ticking the box in Direct column (ADMIN > SYSTEM SETTINGS > DIRECT SETUP).


    1. Copy/paste the "inbox" address from the website and input into the ADMIN > SYSTEM SETTINGS > DIRECT SETUP > PRACTICE PORTAL and repeat for the "portal" address.

      1. Practice Portal - inbox address
      2. Patient Portal - portal address

  2. Log in to WRS Practice ID 983228. You can log in as yourself without applying as a staff member.

    Using Direct Test (account # 3416576, go to EMR ALL NOTES and select the document from 4/8/2015 and the CCDA from 5/18/2015 and select TRANSMIT.


      1. Add the practice address (the inbox) to the Direct Address box.
      2. Add TEST to the SUBJECT box.
      3. Add CONGRATULATIONS! Resa to the MESSAGE BODY; and send.
  3. Login to the WRS client’s site as a provider, check to ensure the Direct Message was received (MESSAGING > DIRECT MESSAGE > INBOX. This must be verified as active before sending out the alert email. Active means it is in the Direct Message Inbox.
  4. If a message is received, send out the alert email with Pre-go Live Mandatory Training file to the practice. The email contains the information that Direct is ready to go-live and advises them to do the self-guided training, with attachments showing where to access.

  5. Send Direct Messaging Required Quiz And Workflow to the practice(s) after a week. This file contains all the steps they need to take to do the correct workflow.

    1. Resend out an email, with the notation: SECOND REQUEST, THIRD REQUEST, etc. weekly, up to 5 times, if they do not return the quiz in one week.

  6. When the quiz is returned, check the answers to verify if they know the items below (if they miss a slight issue, update it in RED in their quiz email and attach it to the CONGRATULATIONS email).

    1. Their direct address
    2. The workflow to give permissions to the Direct messaging
    3. How to create a CCDA and send it successfully to the indicated WRS Test Practice address provided
  7. Go to WRS Practice ID 983228 and look for their incoming Direct Message. Ensure the DM is sent with attachments and try to attach them to a patient (Create another patient for this. Do not attach to patient account # 341657) using the workflow to import data.
  8. If all is good, using the quiz email they sent, attach the CONGRATULATIONS email, and if you need to point out any issues with their responses (see #7) add in BOLD and RED to that question(s) of the quiz.
  9. Mark as LIVE in List. Use an * before their name in the file to indicate Live status.